Personal Files vs. Ministry Files vs. Organizational Records

Purpose: To clearly define file types across Crosspoint Church and ensure all information is stored appropriately, securely, and in alignment with operational and legal expectations.

Personal Files

What this is: Files for individual use that are not critical to ministry operations or organizational continuity.

Examples:

  • Personal notes or working drafts
  • Individual planning documents
  • Non-essential reference materials 

Storage Location:

  • Personal OneDrive only (not shared locations) 

Key Expectation:

  • Do not store ministry-critical or sensitive church information in personal files 

Ministry Files

What this is: Documents used by ministries, teams, or departments to carry out day-to-day work.

Examples:

  • Event planning documents
  • Volunteer schedules and rosters
  • Ministry reports and communications
  • Teaching materials 


Storage Location:

  • Ministry-designated SharePoint sites 

Key Expectations:

  • Must be accessible to the appropriate team
  • Should be organized and maintained regularly
  • Ownership must transfer when staff roles change 

Organizational Records

What this is: Official records of Crosspoint Church that document operations, finances, legal matters, and compliance.

Examples:

  • Financial records and reports
  • Contracts and agreements
  • HR documentation
  • Donor and giving records 

Storage Location:

  • Approved and secure systems (SharePoint or designated platforms only) 

Key Expectations:

  • Access is restricted based on role
  • Must follow retention and compliance requirements
  • Never stored locally or in unauthorized systems 

Summary

  • Personal Files → Individual, non-essential
  • Ministry Files → Team-based, operational
  • Organizational Records → Official, secure, and required 

When in Doubt

If a file impacts ministry operations, team collaboration, or organizational accountability, it should not be stored as a personal file. Store it in the appropriate SharePoint location and ensure proper access.

Questions or more information

For file-storage or SharePoint assistance, contact IT Support at itsupport@crosspoint.church

For record classification or operational guidance, contact the Director of Operations at ccate@crosspoint.church